Shared: Budget Adjustments Import

Transcription

1 Shared: Budget Adjustments Import User Guide Applies to these SAP Concur solutions: Expense Professional/Premium edition Standard edition Travel Professional/Premium edition Standard edition Invoice Professional/Premium edition Standard edition Authorization Request Professional/Premium edition Standard edition

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3 Table of Contents Budget Adjustments Import...1 Section 1: Permissions...1 Section 2: Overview Access the Budget Items tab... 2 Step 1: Download the Budget Adjustments Spreadsheet... 2 Step 2: Populate Template With Budget Adjustment Data... 4 Important: Formatting Issues... 4 Step 3: Upload the Budget Adjustments Spreadsheet... 5 Step 4: View the Import Details... 7 Section 4: Available Field Formats...9 Shared: Budget Adjustments Import User Guide i

4 Revision History Date March 16, 2019 February 12, 2019 June 16, 2018 Notes/Comments/Changes Updated images to reflect the new search and filter functionality in Budget Items; no other content changes. Updated the copyright; no other changes; cover date not updated Initial publication. ii Shared: Budget Adjustments Import User Guide

5 Section 1: Permissions Budget Adjustments Import Section 1: Permissions A company administrator may or may not have the correct permissions to use this feature. The administrator may have limited permissions, for example, they can affect only certain groups and/or use only certain options (view but not create or edit). If a company administrator needs to use this feature and does not have the proper permissions, they should contact the company's SAP Concur administrator. In addition, the administrator should be aware that some of the tasks described in this guide can be completed only by SAP Concur. In this case, the client must initiate a service request with SAP Concur Support. Section 2: Overview The Budget Adjustments Import allows administrators to add adjustments to budget items by importing an Excel spreadsheet. Administrators can use the Budget Items tab on the Budget Configuration page to import budget item adjustments. The Budget Adjustment Import is a multi-step process. The user: Step 1: Downloads the budget adjustments spreadsheet Step 2: Populates the budget adjustments spreadsheet Step 3: Uploads and imports the budget adjustments spreadsheet Step 4: Views the import details Shared: Budget Adjustments Import User Guide 1

6 Access the Budget Items tab To access the Budget Items tab, click Administration > Invoice or Expense or Request > Budget Configuration (left menu). The Budget Configuration page appears. Step 1: Download the Budget Adjustments Spreadsheet The administrator can download the adjustment spreadsheet to use as a template for the budget adjustment import. To download the budget adjustment spreadsheet: 1. In the Budget Item tab, click More, and then Adjustments Import and Export. 2 Shared: Budget Adjustments Import User Guide

7 The Budget Adjustments Import window appears. 2. Click the Download the import template link and save the spreadsheet. Shared: Budget Adjustments Import User Guide 3

8 Step 2: Populate Template With Budget Adjustment Data Clients can enter data directly in the template spreadsheet, or they can use the template as a guide for creating the budget adjustment spreadsheet. Important: Formatting Issues The budget adjustment import spreadsheet has these formatting requirements: The user should not delete the values in the spreadsheet header row The user must ensure that all cells in the spreadsheet have a number format of text before the user uploads them The user can upload up to 12,500 rows per file If you use the Replace feature in Excel, be aware that it may not maintain the required cell formatting. Testing has shown that cells formatted as text become general format after using Replace. If the client does not format the cells as text, the import will fail. If you use this feature, always verify the cell formatting when done. If necessary, select the appropriate cells and change the formatting. 4 Shared: Budget Adjustments Import User Guide

9 Step 3: Upload the Budget Adjustments Spreadsheet The administrator uploads the budget adjustments spreadsheet on the Budget Adjustments Import page. To upload the budget adjustments spreadsheet: 1. In the Budget Adjustments Import window, click Browse to locate your spreadsheet. Shared: Budget Adjustments Import User Guide 5

10 Click Open and then click Import. The Import Summary window appears, with a Success or Failure status. 2. Click Close. The imported spreadsheet appears in the Budget Adjustments Import History list. 6 Shared: Budget Adjustments Import User Guide

11 Step 4: View the Import Details Once the administrator clicks Import, the eligible records are queued for import. The system processes these as soon as possible. It may take the system a few minutes to process queued records. Provided there are no further errors in processing the records, the system will import the budget items. The administrator can use the View Import Details option in the Actions menu to view the status of the import as well as the import details, including any errors generated. The Import Details page displays any errors that may have occurred during the import. To view import details: 1. Select an import record, and then in the Actions menu, click View Import Details. Shared: Budget Adjustments Import User Guide 7

12 The Import Details page appears. 2. In the Type list, select one of the following options: All: Shows all errors, warnings, and information text Error: Filters to display only the errors generated during the import Warning: Filters to display only the warnings generated during the import Info: Filters to display only the number of records imported The Import Details page allows administrators to view details about processed records from a particular file. Here the administrator can view details about: Records with Errors: The page displays the row number in the spreadsheet with the error that prevented the record from being imported. The Description column provides the information necessary to correct the issue. The user must correct the records in this file and then re-upload it. 8 Shared: Budget Adjustments Import User Guide

13 Section 4: Available Field Formats Records with Warnings: The page displays the row number in the spreadsheet where the system successfully imported the record, but there might be issues that the administrator should investigate. The Description column provides warning information. The administrator should consider the warning and decide whether the issue warrants further investigation. The administrator can review the budget item record in the spreadsheet file, make any necessary edits there, and then re-upload the corrected file. Records without Warnings or Errors: The page displays the row number in the spreadsheet where the system successfully imported the record. Section 4: Available Field Formats This section contains formatting information for the budget item adjustments fields. Field Format Definition Budget Name Fiscal Year Name Owner ID Varchar(40) Existing fiscal year name address of the user with Budget Owner role. The Budget Name of the budget item to adjust. The name of the fiscal year for which the budget is valid. Required field. The address of the budget owner. Required field. Fiscal Period Name Varchar(40) The existing name of the fiscal period. If the fiscal period is a month, use the fiscal year name + space + hyphen + space + 3-character month. For example, 2017 Jan, 2017 Feb, and so on. NOTE: For years spanning over two calendar years and, thus, having duplicate months, use Jan2, Feb2). If the fiscal period is a quarter, use the fiscal year name + space + hyphen + space + Q + number 1-8. For example, Q1, Q2, and so on. If a fiscal period is a year, use the fiscal year name. For example, Required field. Amount Type Values are: Budget Amount, Spent Amount, Pending Amount. Where the amount should be applied. Shared: Budget Adjustments Import User Guide 9

14 Section 4: Available Field Formats Field Format Definition Adjustment Type Values are: Budget Balance, Fund Transfer, Expense, Payment Request, Purchase Request, or Request. The source of the budget adjustment. Amount Numeric (15,8) 15 whole digit numbers and 8 decimal places The adjusted amount. Description Varchar(1024) The reason for or description of the adjustment. Transaction Date YYYY-MM-DD The date the adjustment should be applied to the budget. Must be a date inside the specified fiscal period. 10 Shared: Budget Adjustments Import User Guide